In order to streamline the processing routines for supplier invoices, Södra will begin to outsource the procedures scanning and verification of supplier invoices to a third party starting 1 September.

This will affect Södra Skogsägarna ekonomisk förening, Södra Vind AB, Södra Medlemsel AB and Trivselhus AB.

WHAT DOES IT MEAN TO HAVE SÖDRA’S INVOICES PROCESSED BY A THIRD PARTY?

Correct five-character invoice reference is mandatory. 

All of Södra’s purchasers must always specify a correct five-character invoice reference, and if appropriate the relevant order number. Södra’s invoice reference is made up of five letters. If you do not know the reference, please contact the purchaser at Södra for more information.

Write the reference on the first page of the invoice header. Ideally, use “Your reference” or similar phrasing to make it easy to find.

Invoices without a reference or an incorrect reference will automatically be returned to you, and a new correct invoice with an updated invoice date and due date will be required.

Södra Skogsägarna ekonomisk förening
(Write the relevant business area and pulp mill/planing mill/sawmill/staff unit)
FE 35189
SE - 737 84 Fagersta

Example:

Södra Skogsägarna ekonomisk förening
Södra Cell Mönsterås
FE 35189
SE - 737 84 Fagersta

Trivselhus AB
FE 35189
SE - 737 84 Fagersta

Södra Vind AB
FE 35189
SE - 737 84 Fagersta

Södra Medlemsel AB
FE 35189
SE - 737 84 Fagersta

Electronic invoice

An electronic invoice is an invoice that is issued, received and processed electronically. It remains in digital form from when it is created in the business system by the issuer until it is received and processed by the recipient. In other words, an electronic invoice remains electronic during its entire lifetime. 

Södra requires that all invoices provide a reference made up of a five-letter combination. Södra’s orderer is to provide a reference when placing an order and this reference is to be written on the invoice.

Södra’s service provider: Pagero AB

In order to issue electronic invoices to Södra, the invoice must contain the following details:

Electronic invoice ID: Corporate ID number for each Södra company, refer to the list below. Södra does NOT use GLN or EAN codes.

 
NamnOrganisationsnummer/E-fakturaid
Södra Skogsägarna ekonomisk förening 729500-3789
Södra Skogsägarna ekonomisk förening - Södra Skog 729500-3789
Södra Skogsägarna ekonomisk förening - Södra Wood 729500-3789
Södra Skogsägarna ekonomisk förening - Södra Cell 729500-3789
Trivselhus AB 556402-2977
   

Södra requires that all invoices provide a reference made up of five-letters. If there is no reference, Pagero AB will reject the invoice and return it to your service provider . The orderer must in advance provide the reference to be written on the invoice, and the supplier must ensure compliance with this requirement.

If you send your logotype in a GIF format, we can put it in our invoice management system and it will appear on the electronic invoices.

While you are welcome to send a “test invoice” in the real flow, remember that: You MUST enter TEST as the reference for a test invoice. The same requirements apply for a test invoice as for a real electronic invoice. Notify Emma Andersson at Supplier Centre, email emma.a.andersson@sodra.com., when you send a test invoice so that we can verify everything is done correctly.

If you have no service provider today, we suggest that you contact Pagero, tel +46 31 730 88 70.

[1] The company that receives the electronic invoice you issue to us at Södra will in turn send it to our service provider (Pagero)
[2] The person at Södra who placed the order, for which you then invoice

Advantages of electronic invoices:

  • Electronic invoices are effective, convenient and time-saving for both the sender and the recipient of the invoice. 
  • Costs less to send compared with paper invoices.
  • Electronic invoices guarantee good traceability. 
  • More reliable since any errors can be detected immediately. 
  • The invoice is always correctly sent to the recipient. 
  • Better for the environment.

Södra’s electronic invoice solutions 

Pagero AB is Södra’s electronic invoicing partner. Information about how to create electronic invoices in your business system and how they are then sent to us at Södra is available from Pagero AB. Södra also offers Pagero Free Web Portal to suppliers that send fewer than 25 invoices each year. For more information, visit www.pagero.com/sodra

Register for electronic invoices at www.pagero.com/interested (enter project code SÖD10512) or ask the supplier to call Pagero AB, phone +46 31 730 88 70. 

Please note: Suppliers need not have Pagero AB as their service provider in order to send electronic invoices to Södra.

ELECTRONIC INVOICE SERVICES VIA PAGERO

Södra is partnering with Pagero AB to smoothly introduce electronic invoices. Pagero AB can explain to Södra suppliers how to create electronic invoices in their business systems and how to conveniently issue invoices to us. For more information about electronic invoices, contact Pagero AB at +46 31 730 88 70. If you use a service provider other than Pagero AB to send electronic invoices, please contact your service provider to order routing.

Pagero AB offers four different alternatives for issuing electronic invoices to Södra:

  • Pagero Server Connect: Suppliers who have electronic invoice systems can easily use Pagero Server Connect to fully automate the entire electronic invoice flow. Suitable for companies with large annual invoice volumes.
  • Pagero Connect: Suppliers who lack an electronic invoice management system can send their regular invoices to an electronic printer that creates an electronic document – an electronic invoice – that is sent to Pagero and, from there, to Södra. Pagero Connect is suitable for companies that have medium annual invoice volumes.
  • Pagero Web Portal: For suppliers that do not use electronic invoice-enabled systems and are unable to invest in one. Pagero Web Portal is a completely web-based service that allows the supplier to conveniently create and send electronic invoices directly in the browser. Login details to Pagero are all you need. Suitable for companies with small invoice volumes.
  • Pagero Free Web Portal: Södra offers this service to suppliers that send fewer than 25 invoices each year. Suppliers interested in this service can find more information and register for the service at: www.pagero.com/sodra. Enter the project code FreePortal_SÖD10512 when registering. An e-mail containing login details will be sent to the supplier after registration. Pagero Web Portal is a completely web-based service that allows the supplier to conveniently create and send electronic invoices via a web interface. Suitable for companies with very small invoice volumes.

Invoices via email

Södra will also be able to receive invoices in PDF and TIFF formats. Only one invoice per file will be accepted. This means that the invoice and any attachments must be included in the same file. Several invoices may be sent in the same email, provided they are in separate files.

Relevant email addresses:

Paper invoices

Södra will accept paper invoices from suppliers who are unable to send electronic invoices or invoices via email. 

Södra's invoice addresses
Södra Skogsägarna ekonomisk förening
(Write the relevant business are and pulp mill/planing mill/sawmill/staff unit)
FE35189
SE-737 84 FAGERSTA
VAT-nr: SE729500378901
Sødra Interiør AS
Sødra Interiør Brumunddal
Brages veg 8
NO-2060 GARDERMOEN
VAT-nr: NO971646799MVA
Södra Medlemsel AB
FE35189
SE-737 84 FAGERSTA
VAT-nr: SE556070572401
Sødra Interiør AS
Sødra Interiør Engesetdal
Brages veg 8
NO-2060 GARDERMOEN
VAT-nr: NO971646799MVA
Södra Vind AB
FE35189
SE-737 84 FAGERSTA
VAT-nr: SE556765571601
Sødra Interiør AS
Sødra Interiør Gardermoen
Brages veg 8
NO-2060 GARDERMOEN
VAT-nr: NO971646799MVA
Trivselhus AB
FE35189
SE-737 84 FAGERSTA
VAT-nr: SE556402297701
Sødra Interiør AS
Sødra Interiør Namsos
Brages veg 8
NO-2060 GARDERMOEN
VAT-nr: NO971646799MVA
Södra Wood Ltd
Crown House
1 Wilkinson Road, Love Lane Industrial Estate
Cirencester Glos, GL71 WH
United Kingdom
VAT-nr: GB408346555
Sødra Interiør A/S
Viborgvej 161A
DK-8210 AARHUS V
VAT-nr: DK73496314
Södra Wood Ltd
Tanttutie 6
FIN-49460 Hamina
Finland
VAT-nr: FI25716101
Södra Mezs SIA
A. Briana 9A-2
LV-1001 Riga
Latvia
VAT-nr LV50003871841
Södra Metsad OU
Merivälja tee 1
EE-119 11 Talinn
11911
Estonia
VAT-nr EE100852514
 

Södra's supplier invoice requirements

A supplier invoice issued to Södra must always contain the following details: 

Template

Södra Skogsägarna ekonomisk förening
(Write the relevant business area and mill/planing mill/sawmill/staff unit)
FE35189
SE-737 84 Fagersta

Example

Södra Skogsägarna ekonomisk förening
Södra Cell Mönsterås
FE35189
SE-737 84 Fagersta

  1. Correct invoice recipient and address, plus which business area and unit at Södra the invoice is for (see blue fact box)
  2. Södra’s reference (a five-letter code provided by the orderer at Södra). Invoices without a reference or with an incorrect reference will be returned, and a new correct invoice with an updated invoice date will be required
  3. Södra’s order number, if known
  4. Supplier’s name
  5. Type of invoice
  6. A unique serial number for each invoice based on one or more series (invoice number)
  7. The date the invoice was issued (invoice date)
  8. Delivery address
  9. The date the goods were sold or the services were executed or completed
  10. Currency
  11. Due date/payment terms
  12. Scope and type of goods or services
  13. Tax base for each VAT rate or exception, unit price excluding VAT and any discounts or rebates not included in the unit price
  14. The current VAT rate and the rate to be paid if the sale is not zero-rated for VAT
  15. Total invoice amount
  16. Notification that the supplier has a tax clearance certificate
  17. The supplier’s corporate identity number and VAT registration number
  18. Payment details

The following details must be included in certain cases:

  • Södra’s VAT registration number. If Södra is taxable for the purchase (so-called reverse charge) or is in another country within the EU’s VAT area and has cited its VAT registration number to receive the delivery without VAT.
  • When the buyer issues the invoice on behalf of the seller, the detail “self-invoicing” must be included

Invoices that lack any of the above will be returned. A new invoice with an updated invoice date and due date will be required.

Södra will accept electronic invoices and PDF invoices. 

Example of a supplier invoice issued to Södra

Invoice - raw materials/chemicals

Invoices for raw materials/chemicals should also include the following:

  • Delivery number
  • Delivery date
  • Net weight and concentration weight

Questions?

Please contact Södra Finance and Accounting Centre at leverantor@sodra.com or +46 470 89 800.